Automating Cohort Report Distribution

Cohort reports can be generated in two ways: on demand or automatically. If you want to run a cohort report manually, see Managing Cohort Reports.

To have cohort reports sent automatically, you need to configure the cohort output settings on the assessment AND meet all of the criteria listed below.

Configure Cohort Output Settings

Set up the following two fields under Assessment Settings > Feedback > Output so the system knows who should receive the cohort report and which report to send:

• Cohort Email Recipient - determines who receives the cohort report.
• Cohort Email Report - determines which cohort report is sent automatically when the criteria below are met.

Criteria for Automatic Distribution

Each night the system checks all cohorts and will generate and send the cohort report when all of the following conditions are true:

1. The assessment's Cohort Email Recipient and Cohort Email Report fields are configured (see Configure Cohort Output Settings above).
2. The assessment has a Cohort Feedback email template.
3. The assessment has a cohort report attached.
4. The cohort's completion date has passed (but is not more than two months ago).
5. The cohort has met the minimum number of responses specified on the cohort (if not specified on the cohort, it must be specified against the roles).
6. The cohort has met the minimum number of responses for each role specified on the assessment roles (if not specified on the roles, it must be specified against the cohort).
7. The system has not already sent a report using this email template for this cohort.

When all criteria are met, the system creates the cohort report and sends it to the email address specified in the cohort settings.

Related Articles

• Choosing the Right Email Template - how to set up Cohort Feedback email template
• Building Cohort Feedback Report - how to build cohort report
• Cohort Settings Explained - how to view cohort completion date
• Assessment Settings > Cohort Tab - manage cohort settings and minimum number of responses
• Managing Cohort Reports